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Hotel Management System Essay

The following subsections of the Software Requirements Specifications (SRS) document provide an overview of the entire SRS.

1.1 Purpose
The Software Requirements Specification (SRS) will provide a detailed description of the requirements for the Hotel Management System (HMS). This SRS will allow for a complete understanding of what is to be expected of the HMS to be constructed. The clear understanding of the HMS and its’ functionality will allow for the correct software to be developed for the end user and will be used for the development of the future stages of the project. This SRS will provide the foundation for the project. From this SRS, the HMS can be designed, constructed, and finally tested.

This SRS will be used by the software engineers constructing the HMS and the hotel end users. The software engineers will use the SRS to fully understand the expectations of this HMS to construct the appropriate software. The hotel end users will be able to use this SRS as a “test” to
see if the software engineers will be constructing the system to their expectations. If it is not to their expectations the end users can specify how it is not to their liking and the software engineers will change the SRS to fit the end users’ needs.

1.2 Scope
The software product to be produced is a Hotel Management System which will automate the major hotel operations. The first subsystem is a Reservation and Booking System to keep track of reservations and room availability. The second subsystem is the Tracking and Selling Food System that charges the current room.

The third subsystem is a General Management Services and Automated Tasks System which generates reports to audit all hotel operations and allows modification of subsystem information. These three subsystems’ functionality will be described in detail in section 2-Overall Description. There are two en users for the HMS. The end users are the hotel staff (customer service representative) and hotel managers. Both user types can access the Reservation and Booking System and the Food Tracking and Selling System. The General Management System will be restricted to management users.

The Hotel Management System’s objectives is to provide a system to manage a hotel that has increased in size to a total of 100 rooms. Without automation the management of the hotel has become an unwieldy task. The end users’ day-to-day jobs of managing a hotel will be simplified by a considerable amount through the automated system. The system will be able to handle many services to take care of all customers in a quick manner. The system should be user appropriate, easy to use, provide easy recovery of errors and have an overall end user high subjective satisfaction.

1.3 Definitions, Acronyms, and Abbreviations.
SRS – Software Requirements Specification
HMS – Hotel Management System

Subjective satisfaction – The overall satisfaction of the system End users – The people who will be actually using the system 1.4 Overview
The SRS is organized into two main sections. The first is The Overall
Description and the second is the Specific Requirements. The Overall Description will describe the requirements of the HMS from a general high level perspective. The Specific Requirements section will describe in detail the requirements of the system.

2 The Overall Description
Describes the general factors that affect the product and its requirements. This section does not state specific requirements. Instead it provides a background for those requirements, which are defined in section 3, and makes them easier to understand.

2.1 Product Perspective
The HMS is an independent stand–alone system. It is totally self contained.

2.1.1 Hardware Interfaces
The HMS will be placed on PC’s throughout the hotel.

2.1.2 Software Interfaces
All databases for the HMS will be configured using Oracle 8i. These databases include hotel rooms and customers information. These can be modified by the end users. The room database will include the room numbers and if they are vacant or occupied. The customers information database will contain all the information of the customer such as first name, last name, number of occupants, assigned room, default room rate(may be changed), phone number, whether or not the room is guaranteed, credit card number, confirmation number, automatic cancellation date, expected check in date and time, actual check in date and time, expected check out date and time, amount owed by customer, and abbreviated customer feedback.

2.2 Product Functions
Reservation and Booking System
Allows for typing in customer information
Has a default room rate that is adjustable
Includes a description field for the changed rate
When a customer checks in, the room number will be changed to occupied in the
database Ability to modify a reservation

When no rooms are available and a customer would like to extend their reservation their information will be placed in a database and when there are rooms available the first customer on the list will have the room When a customer checks out the amount owed is displayed

If the internal clock states that is a customer’s time to have checked out and customer has not checked out, adds an extra night to amount owed and provides a report Records that room is vacant
Records payment
Allows for space to write customer’s feedback

Tracking and Selling Food System
Tracks all meals purchased
Charges the current room as necessary

General Management Services and Automated Tasks System
Reports generated to audit hotel occupancy, future occupancy, room revenue, and food revenue Exception reports listing exceptions to the normal cost
Allows addition, deletion and modification of information on rooms and rates, menu items and prices, user profiles Creation of users and assigning passwords

2.3 User Characteristics
Educational level of HMS computer software – Low
Experience of HMS software – None
Technical Expertise – Little

2.4 Apportioning of Requirements
The audio and visual alerts will be deferred because of low importance at this time.

2.5 Assumptions and Dependencies
– The system is not required to save generated reports.
– Credit card payments are not included

3 Specific Requirements
This section contains all the software requirements at a level of detail, that when combined with the system context diagram, use cases, and use case descriptions, is sufficient to enable designers to design a system to satisfy those requirements, and testers to test that the system satisfies those requirements.

3.1 External Interfaces
The Hotel Management System will use the standard input/output devices for a personal computer. This includes the following: Keyboard

3.1.1 User Interfaces
The User Interface Screens are described in table 1.
Table 1: Hotel Management User Interface Screens
Screen Name
Log into the system as a CSR or Manager
Retrieve button, update/save reservation, cancel reservation, modify reservation, change reservation, adjust room rate, accept payment type/credit card Check-in
Modify room stay (e.g., new credit card), check-in customer (with or without a reservation), adjust room rate, special requests, accept payment type/credit card Checkout
Checkout customer, generate bill
Hotel Payment
Accept payment for room and food
Room Service/Restaurant
Create order, modify order, view order, cancel order, generate meal bill Customer Record
Add or update customer records
Administer Rooms
Availability and rates
Administer User
Create, modify, and delete users; change password
Administer Meals
Create, modify, and delete meal items and prices
Select, view, save, and delete reports

3.1.2 Software Interfaces
The system shall interface with an Oracle or Access database.

3.1.3 Hardware Interfaces
The system shall run on a Microsoft Windows based system.
3.1.4 Communication Interfaces
The system shall be a standalone product that does not require any communication interfaces.

3.2 Functional Requirements
Functional requirements define the fundamental actions that system must perform. The functional requirements for the system are divided into three main categories, Reservation/Booking, Food, and Management. For further details, refer to the use cases.

1. Reservation/Booking
1.1. The system shall record reservations.
1.2. The system shall record the customer’s first name.
1.3. The system shall record the customer’s last name.
1.4. The system shall record the number of occupants.
1.5. The system shall record the room number.
1.6. The system shall display the default room rate.
1.6.1. The system shall allow the default room rate to be changed. 1.6.2. The system shall require a comment to be entered, describing the reason for changing the default room rate. 1.7. The system shall record the customer’s
phone number.

1.8. The system shall display whether or not the room is guaranteed. 1.9. The system shall generate a unique confirmation number for each reservation. 1.10. The system shall automatically cancel non-guaranteed reservations if the customer has not provided their credit card number by 6:00 pm on the check-in date. 1.11. The system shall record the expected check-in date and time. 1.12. The system shall record the expected checkout date and time. 1.13. The system shall check-in customers.

1.14. The system shall allow reservations to be modified without having to reenter all the customer inforamtion. 1.15. The system shall checkout customers.
1.15.1. The system shall display the amount owed by the customer. 1.15.2. To retrieve customer information the last name or room number shall be used 1.15.3. The system shall record that the room is empty.

1.15.4. The system shall record the payment.
1.15.5. The system shall record the payment type.
1.16. The system shall charge the customer for an extra night if they checkout after 11:00 a.m. 1.17. The system shall mark guaranteed rooms as “must pay” after 6:00 pm on the check-in date. 1.18. The system shall record customer feedback.

2. Food
2.1. The system shall track all meals purchased in the hotel (restaurant and room service). 2.2. The system shall record payment and payment type for meals. 2.3. The system shall bill the current room if payment is not made at time of service. 2.4. The system shall accept reservations for the restaurant and room service. 3. Management

3.1. The system shall display the hotel occupancy for a specified period of time (days; including past, present, and future dates).

3.2. The system shall display projected occupancy for a period of time (days). 3.3. The system shall display room revenue for a specified period of time (days).

3.4. The system shall display food revenue for a specified period of time (days).

3.5. The system shall display an exception report, showing where default room and food prices have been overridden.

3.6. The system shall allow for the addition of information, regarding rooms, rates, menu items, prices, and user profiles.

3.7. The system shall allow for the deletion of information, regarding rooms, rates, menu items, prices, and user profiles.

3.8. The system shall allow for the modification of information, regarding rooms, rates, menu items, prices, and user profiles.

3.9. The system shall allow managers to assign user passwords.

3.3 Nonfunctional Requirements
Functional requirements define the needs in terms of performance, logical database requirements, design constraints, standards compliance, reliability, availability, security, maintainability, and portability.

3.3.1 Performance Requirements
Performance requirements define acceptable response times for system functionality. The load time for user interface screens shall take no longer than two seconds. The log in information shall be verified within five seconds. Queries shall return results within five seconds.

3.3.2 Logical Database Requirements
The logical database requirements include the retention of the following data elements. This list is not a complete list and is designed as a starting point for development.

Booking/Reservation System
Customer first name
Customer last name
Customer address
Customer phone number
Number of occupants
Assigned room
Default room rate
Rate description
Guaranteed room (yes/no)
Credit card number
Confirmation number
Automatic cancellation date
Expected check-in date
Expected check-in time
Actual check-in date
Actual check-in time
Expected check-out date
Expected check-out time
Actual check-out date
Actual check-out time
Customer feedback
Payment received (yes/no)
Payment type
Total Bill

Food Services
Meal type
Meal item
Meal order
Meal payment (Bill to room/Credit/Check/Cash)

3.3.3 Design Constraints
The Hotel Management System shall be a stand-alone system running in a Windows environment. The system shall be developed using Java and an Access or Oracle database.

3.3.4 Standards Compliance
There shall be consistency in variable names within the system. The graphical user interface shall have a consistent look and feel.

3.3.5 Reliability
Specify the factors required to establish the required reliability of the
software system at time of delivery.

3.3.6 Availability
The system shall be available during normal hotel operating hours.

3.3.7 Security
Customer Service Representatives and Managers will be able to log in to the Hotel Management System. Customer Service Representatives will have access to the Reservation/Booking and Food subsystems. Managers will have access to the Management subsystem as well as the Reservation/Booking and Food subsystems. Access to the various subsystems will be protected by a user log in screen that requires a user name and password.

3.3.8 Maintainability
The Hotel Management System is being developed in Java. Java is an object oriented programming language and shall be easy to maintain.

3.3.9 Portability
The Hotel Management System shall run in any Microsoft Windows environment that contains Java Runtime and the Microsoft Access database.

4 Change Management Process

Changes to this document may be made after approval from the project manager and the client approval officer.

5 Document Approvals

5.1 Team One Approval

Sandra Busik/Reita Sikka Date

5.2 Team Two Approval

Lisa Ferrett Date

6 Supporting Information
A system context diagram as well as use cases and use case descriptions have been developed in separate documents.

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